This document summarizes how to generate an "On Display" item status report from the Aleph system. It involves:
1) Connecting to the FIT50 Adm database in Aleph. 2) Searching the item retrieval form for items with a status of "DI". 3) Generating a batch report with the desired fields. 4) Saving the output file and copying it to Excel for further use. The report provides a simple list of items that are set to "On Display" status.
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Generate an On Display Item Report from Aleph
1. “On Display” is an item process status; this means that the report will be in the “ITEM” module or called the
50 library or called the Adm;
go to Aleph on top pull down menu and Connect to and FIT50 – FIT Adm (prod); then go to the Services pull
down menu and choose Items then choose General Retrieval Form (ret – adm – 01) – FIT50
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2. Most everything on the Item form (General Information (1) & (2)) can be used as a search criteria;
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3. Arrow pull down menu includes: ADM doc number; Item status; Item process status; Item collection code; Item
year; Item description; Item call number; Material type; Inventory date; Inventory number; Open date; Update
date; Number of loans; Cataloger; Statistics; Arrival date
A total of 7 search limits can be used; there is also (although somewhat limited) a Help screen
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4. YES to Build batch Report; there are two choices for the Report Format (choose the one that is best suited for
your purpose); you can also sort your report by Title or Call number
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5. The Help screen can also be printed out if need be; sometimes the Help screen is very general although it is
definitely worth a look through
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6. For purposes of the On Display report; only one search criteria is needed – item process status – DI (only the
code is used on the report & the least complicated report format –
Doc number | Sub library | Collection | Call no. | Barcode | Title
Sort by Title is the default sort
NAME YOUR FILE
Hit Submit when finished
CODES ARE CASE SENSITIVE
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7. The Task Manager is now the “cup w/ pencils” symbol; go to Batch Log to see how the report is progressing;
this specific report does not need to be processed with a print function, it automatically produces a print file
which you will see under File List as your Output file name
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8. Your file must be listed in the File List / Library / Local Name area (top list); highlight your file name in the
Remote Name area and hit the triangle arrow button and the Copy remote File to Local Directory dialogue box
will appear; click OK and see your file appear in the above file list
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10. Open Excel document; back to Aleph; highlight file; click Print; mouse click inside the Print Preview dialogue
box; Ctrl A (select all); Ctrl C (copy) (if your file is large give Aleph some time to complete the task); go back to
Excel and paste
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11. As an aside; I found that this report can be limited if using Call number; when FIT
migrated from MultLIS to Aleph the call numbers in the 852s did not migrate properly;
rather than split into the subfield h & subfield i our call numbers appear only in the
subfield h; call number reports are therefore in adequate because this report uses
both subfields and only titles that have 852s with both an h & an i appear in this
report; call number reports need to be retrieved another way …
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